UOIT Scheduling Guidelines and Protocols Final May 10 · 2020. 7. 27. · UOIT scheduling guidelines and protocols Contents ... Spring/Summer pattern system ... The course offerings

Updated May 2012

UOIT scheduling guidelines and protocols


Contents Preamble .................................................................................................................................................. 5

Terms of reference ................................................................................................................................... 6

Academic space ................................................................................................................................... 6

Annual curriculum ................................................................................................................................ 6

Backup sections ................................................................................................................................... 6

CRN (course reference number) ......................................................................................................... 6

Cross-listed course ............................................................................................................................... 6

Forced scheduling ................................................................................................................................ 6

Location ................................................................................................................................................ 6

MyCampus ............................................................................................................................................ 6

Non-academic space ........................................................................................................................... 6

One-time-only booking (OTOs) ............................................................................................................. 6

Program maps ...................................................................................................................................... 6

Scheduling block .................................................................................................................................. 7

Service courses .................................................................................................................................... 7

Shared courses .................................................................................................................................... 7

SIS (student information system) ....................................................................................................... 7

1. Academic timetabling .......................................................................................................................... 8

1.1 Principles ........................................................................................................................................... 8

1.2 General ............................................................................................................................................... 8

1.3 Student............................................................................................................................................... 8

1.4 Professor ............................................................................................................................................ 8

1.5 Assumptions/Expectations ............................................................................................................... 9

1.6 Timelines ............................................................................................................................................ 9

1.7 Backup sections ................................................................................................................................ 9

1.8 Consecutive meet requests .............................................................................................................. 9

1.9 Room requirements ....................................................................................................................... 10

1.10 Medical requests .......................................................................................................................... 10

1.11 Accessibility for Ontarians with Disabilities Act (AODA) ............................................................. 10

1.12 Responsibilities ............................................................................................................................ 10

1.12.1 Faculty scheduler .................................................................................................................. 10

1.12.2 Scheduling office responsibilities ........................................................................................ 11

1.13 Changes to the published course timetable .............................................................................. 11

1.13.1 ................................................................................................................................................ 11

Cancellations and time changes after registration has begun (prior to the start of classes) ...... 11

1.13.2 Time changes after the commencement of classes .......................................................... 12

1.13.3 Additional hours/sections .................................................................................................... 12

1.13.4 Academic room changes ...................................................................................................... 12

2. Final examination scheduling and policy ......................................................................................... 13

Final examination scheduling .............................................................................................................. 13

Final examination policy and protocols ............................................................................................... 13

Definitions ......................................................................................................................................... 13

Purpose .............................................................................................................................................. 13

Section 1: Scheduling ....................................................................................................................... 13

Section 2: Administration ................................................................................................................. 14

Section 3: Proctoring ........................................................................................................................ 15

Section 4: Grade submission ........................................................................................................... 17

Section 5: Miscellaneous ................................................................................................................. 17

3. General room usage guidelines ....................................................................................................... 19

3.1 Non-academic ............................................................................................................................. 19

3.2 Dedicated rooms ........................................................................................................................ 19

3.3 Shared space .............................................................................................................................. 19

3.4 Classroom locking and unlocking .............................................................................................. 19

3.5 Examination room information .................................................................................................. 19

3.6 Reporting problems .................................................................................................................... 20

3.7 Emergency procedures .............................................................................................................. 20

Appendices ................................................................................................................................................ 21

A. UOIT scheduling block pattern system ........................................................................................... 21

Fall/Winter pattern system ............................................................................................................... 21

Spring/Summer pattern system ...................................................................................................... 25

B. Committee mandates ...................................................................................................................... 29

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Scheduling committee ...................................................................................................................... 29

Scheduling task force ....................................................................................................................... 30

C. Room Characteristics ....................................................................................................................... 31


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Preamble UOIT has seen significant growth in its history, particularly in the last few years as we moved into downtown Oshawa. There are now two locations where the mission of the university can be achieved. The academic scheduling of courses has become an increasingly important aspect of our need to maximize use of space and to deliver programs to students. The Scheduling Guidelines and Protocols document is intended to set out and obtain agreement on the role of academic scheduling within the overall space utilization mandate as set out in the university mission statement. The best utilization of space and academic teaching resources is part of the overall mandate of scheduling. The Scheduling office resides within the Office of the Registrar, coordinated by the associate registrar, records and registration, and the scheduling officer. Each faculty is required to appoint one individual who represents the faculty on all scheduling matters and serves as the operational faculty scheduling contact. For the purposes of this document, this individual will be referred to as the faculty scheduler. The schedule is produced using sophisticated scheduling software that can account for the key factors that affect the course schedule. Such factors include, but are not limited to academic rooms, student program requirements, special course requirements, professorial teaching constraints and other special accommodations as determined by the dean in each faculty. For the purpose of the document, the scheduling software will be referred to as “the system”. In order to have an efficient timetabling process that meets the needs of the university and any partners of the institution, it is imperative that business processes are understood and timelines are adhered to both by the academic faculties and the Scheduling office. All university space is shared amongst all faculties and space is allocated based on the needs and requirements of each faculty. No academic space in an individual building is owned or controlled by the faculty or unit residing in that building. The scheduling office collects all necessary scheduling information from the faculties and incorporates any specific space needs into the scheduling constraints. As the university continues to grow, it is feasible that additional faculties or specific courses may be relocated to either location. It is important that all downtown and north location space be allocated in the most effective manner to accommodate students, faculty and staff.

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Terms of reference

Academic space Space on campus where regularly scheduled academic activities (lectures, tutorial, etc.) are held.

Annual curriculum Annual curriculum differs from the program maps printed in the Academic Calendar. The annual curriculum includes transition courses stemming from changes to the Program Maps and reflects the courses that need to be scheduled conflict-free for the upcoming academic year.

Backup sections Backup sections are sections that are scheduled with a time and a room, but are left off the schedules in MyCampus until the other sections fill up. This is usually accomplished by modifying a field on the SIS.

CRN (course reference number) A CRN is a unique identifier assigned to a specific class section. This is in contrast to a course number, which follows other conventions and is used to refer to the course itself, instead of a specific section of the course. CRNs are used during the registration process to identify the section of a course the student wishes to register for.

Cross-listed course A course that is listed under two or more faculties and can be taken for credit from one faculty only.

Forced scheduling Forced scheduling refers to a course with a day, time, or room predetermined by the faculty scheduler or the scheduling office prior to the timetabling process.

Location Throughout this document, location will refer to the north or downtown campus locations. Each location is comprised of multiple buildings.

MyCampus MyCampus is the web portal used to connect students to academic records and some campus services. Students are able to register and view their account summary and course/exam timetables. Timetable data is driven from the data in the SIS (Banner).

Non-academic space Space on campus where regularly scheduled academic activities (lectures, tutorial, etc.) are not held, such as research labs, boardrooms or open spaces.

One-time-only booking (OTOs) One-time-only bookings are the booking of a room over and above regularly scheduled academics in any space.

Program maps The program maps are published in the Undergraduate Academic Calendar and Course Catalogue and reflect what a UOIT student will be expected to take throughout the duration of his/her program.


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Scheduling block A scheduling block refers to a group of CRNs that are grouped together to create a conflict-free schedule of said CRNs. Scheduling blocks are created from combinations of courses derived from the program maps.

Service courses Service courses are courses managed by one faculty, but required by students in another faculty (e.g. MATH 1850U, Linear Algebra for Engineers, is managed by the Faculty of Science, but is a required course by students in the Faculty of Engineering and Applied Sciences).

Shared courses Shared courses refer to courses that are required by multiple programs, whether it is within a single faculty or across multiple faculties (e.g. BIOL 1010U is a required course by first year science students, as well as many health science students).

SIS (student information system) At UOIT, the SIS is Banner. Banner houses all course catalogue information, student registration data and all other base data.

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1. Academic timetabling

1.1 Principles In an effort to produce optimal student timetables which take into account the needs of the students, the following parameters shall be adhered to during the scheduling process:

1.2 General The university’s normal academic week runs Monday-Friday from 0800-2130. All time slots are considered equally in the scheduling process. All courses are scheduled according to the approved pattern system (Appendix A) which is

designed to minimize course conflicts and optimize efficient use of teaching space. o Off-pattern courses, that is, courses that are scheduled at times not included in the

published pattern system, will be considered only after all other on-pattern courses have been scheduled. Often, because of the need to maximize the classroom space available, off-pattern courses cannot be placed in classrooms specified in faculty requests.

Forced scheduling should only be used where required for the purpose of specialized labs i.e. nursing program. Forced scheduling is always accommodated first with all other academic scheduling accommodated around the forced schedules. The Academic Scheduling task force will consider, during the scheduling process, any deviation from this scheduling constraint.

Courses with a recognized/defined requirement for specialized space are given highest priority for use of required space. The next priority for use of such space must be for those courses which would be enhanced by the use of such space, but for which use is not essential.

1.3 Student The timetable should provide a minimum designated amount of time for assumed travel of

students between classes at the same campus (10 minutes). Additional time will be scheduled for assumed travel of students between campuses (one hour).

A minimum of 12 hours shall elapse between the completion of one day and the commencement of the next day.

Avoidance of back-to-back classes (unless specifically requested). Scheduling blocks shall be scheduled with the following constraints:

o Maximum of five consecutive hours of classes, four preferable. o Maximum eight-hour day, seven preferable.

NOTE: Using course-based registration, these constraints cannot be enforced; however, every effort will be made to schedule classes so that students can build their own timetables which follow these rules.

1.4 Professor A minimum of 12 hours shall elapse between the completion of teaching one day and the

commencement of teaching the next day for instructors. Where applicable, continuous blocks of time should be available for research per week (one

full day). Avoidance of back-to-back classes (unless specifically requested).


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Please note that due to the dynamic nature of the classroom assignment process, all room assignments are provisional until all courses (of all sizes) have been assigned a space.

1.5 Assumptions/Expectations Prior to running the academic timetables, the following assumptions will be made:

The annual curriculum data is correct and approved following university policy regarding curriculum approval processes.

Delivery information is correct. The course offerings for the semester are appropriate in terms of meeting prerequisites and

that they match the annual curriculum requirements for the intake of students. All known faculty restrictions for medical requirements, religious observances or approved

committee membership have been identified. Specific room requirements have been identified (i.e. specific lab, room technologies). All required program restrictions have been identified (i.e. practicums or placements). Student restrictions have been identified (i.e. to meet special needs).

1.6 Timelines Timelines for scheduling are clearly defined and distributed to each party in October of each calendar year. Whenever timelines cannot be met by any party, the Scheduling office will be notified so that alternate arrangements can be made. The data collection process typically runs for approximately three months, at which point the data is verified, validated and reviewed by the scheduling officer. Once the scheduling officer has met with all faculty schedulers and is confident with the data, draft timetables are produced and reviewed. Final timetable data is transferred to Banner for registration preparation no later than six weeks prior to the first registration window opening.

Timetabling for the fall/winter normally commences with data collection in November preceding the academic year to post schedules prior to web registration. Timetabling for the spring/summer cycle commences with data collection in January to meet web registration needs. These timelines are possible because there are fewer courses offered during the spring/summer academic term. If this semester expands, timelines may need to be adjusted. The official timetable for each term is published on MyCampus at least two weeks prior to the commencement of the initial course selection period for that term (for spring/summer in March, for fall/winter in June).

1.7 Backup sections Backup sections must be identified up front and are scheduled last. Departments should request that backup courses be scheduled in off-peak times (such as Fridays from 1400 - 2130).

1.8 Consecutive meet requests Courses or tutorials that are taught in consecutive time slots (i.e. back-to-back) can be flagged for placement in the same classroom provided that the class enrolment maximums are the same in

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number. The Scheduling office will attempt to schedule a classroom in consecutive timeslots or attempt to find a classroom that is very nearby, but it cannot guarantee that this request will be met.

1.9 Room requirements As the number of room feature requirements increases, so does the difficulty when requesting a day and time for a course. It is important that classroom requirements which are preferred versus those which are required are properly identified. The Scheduling office will attempt to accommodate specific room request(s), but cannot guarantee that the request(s) will be met.

1.10 Medical requests Requests for a specific classroom or building due to medical restrictions must be noted on the sectioning forms and documentation must be provided to the dean in order to prioritize the request. When an instructor has a medical condition that requires a particular classroom or locations, it is important that specific room details be submitted with the classroom requirements to ensure priority placement. Should a department find it necessary to submit a medical request after the course has been scheduled, the Scheduling office will do everything it can to accommodate the request. However, once the timetable has been set, it is very difficult (sometimes impossible) to move a course to a different classroom.

1.11 Accessibility for Ontarians with Disabilities Act (AODA) Persons with disabilities shall be accommodated in any timetable matters up to the point of undue hardship for the students. The Scheduling office will work closely with the Centre for Students with Disabilities (CSD) to identify potential classroom issues. This may require reassignment of the affected course or other courses. Co-operation of all individuals involved is expected in accordance with the Accessibility for Ontarians with Disabilities Act (AODA).

1.12 Responsibilities

1.12.1 Faculty scheduler The Faculty scheduler is the person authorized by the dean to work with the Scheduling office on all scheduling matters. The faculty scheduler consults with all internal faculty representatives and brings forward all collective concerns or issues. The faculty scheduler is responsible for the following:

1. Submitting complete requests for courses to be offered in the subsequent academic year, to the Scheduling office no later than the established deadline and as per instructions.

2. Acting as liaison between instructors and the Scheduling office on all aspects of scheduling,

including collecting information relevant to course scheduling from instructors and submitting it appropriately.

3. Ensuring all courses offered and delivery formats are approved for the term as indicated in

the Undergraduate Academic Calendar and Course Catalogue and/or annual curriculum.


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4. Informing the Scheduling office of projected enrolments for the subsequent academic year and monitoring enrolments through course selection periods, making adjustments to course capacities and the availability of sections as necessary.

5. Approving the department’s course schedule before publication. This involves checking that

no conflicts exist in instructor or program schedules. 6. Advising the scheduling office immediately of changes to instructor assignments. Where late

instructor assignments are necessary, assigning instructors in such a way as to avoid conflicts.

7. Ensure there are no conflicts, to the best of his/her abilities, for students if making changes to the published schedule and informing the registered students of said change.

1.12.2 Scheduling office responsibilities The Scheduling office, taking into account requests from academic units for preferred class times, creates the university timetable according to the following priorities:

1. No course conflicts exist in core courses as published in the annual curriculum and/or in the Undergraduate Academic Calendar and Course Catalogue.

2. No instructor conflicts exist.

3. Classroom space is allocated to courses on the basis of projected enrolments provided by

the offering departments, and in such a way as to maximize the effective and efficient use of teaching space.

4. The number of elective courses available to students is optimized.

5. Specific faculty requirements, requested by the faculty scheduler, are met where possible.

6. The Scheduling officer has the authority to make changes to the existing/draft timetables as

necessary in order to optimize schedules.

1.13 Changes to the published course timetable No changes are normally made to the academic timetables once they have been published. Exceptions to this include instructor illness, resignations, etc. and must first be approved by the Scheduling office. Rationalization for change requests and potential solutions must be provided to the faculty scheduler and in some instances, approval by the dean may be required. Once the change request has been submitted, it will first be reviewed by the scheduling officer. If the request is refused, and the faculty scheduler wishes to dispute the decision, the request will be sent to the associate registrar, records and registration. If the request is again refused and disputed, the request will be sent to the associate provost, academic planning and operations for review.

1.13.1 Cancellations and time changes after registration has begun (prior to the start of classes) After the commencement of registration, the faculty scheduler is responsible for ensuring that students are not disadvantaged by any changes. This involves choosing alternate times that are conflict-free for all registered students, or alternate solutions and communicating via e-mail to all students the details of any change affecting their schedules. Advisors from the affected students’ home faculty are responsible of finding appropriate solutions for those students.

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1.13.2 Time changes after the commencement of classes Time changes made after the commencement of classes must not create conflicts for any registered students and must have the unanimous written approval of all registered students as determined by a secret ballot. New times must comply with university scheduling guidelines and the faculty offering the course should keep a record of student approval on file. Once approval is obtained, a request for the time change and new room assignment should be submitted by the faculty scheduler to the Scheduling office so that the time and room can be updated on MyCampus. The faculty is responsible for ensuring that all registered students can attend during the new meeting times and for informing students of new times and room assignments.

1.13.3 Additional hours/sections If it becomes necessary to schedule additional sections by adding lectures/labs/tutorials based on enrolment numbers, the request for the addition is to be initiated by the faculty scheduler and made directly to the Scheduling office.

1.13.4 Academic room changes To ensure that highest priority needs are met first and to reduce confusion on campus at the beginning of the semester, the Scheduling office cannot accommodate requests for classroom changes in the week preceding the commencement of classes or the first two weeks of classes. Exceptions are made for:

1. Enrolment changes; 2. AODA Compliance; or 3. Exceptional circumstances as approved by the Scheduling office.

The Scheduling office reserves the right to alter room assignments in an effort to optimize space utilization. In exceptional circumstances, an academic booking may be requested to change rooms temporarily. This could be to accommodate large events on campus, usually directed by the Office of the Provost. In these cases, the request to move rooms will come from the Scheduling office only to the faculty scheduler who in turn notifies all affected parties.


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2. Final examination scheduling and policy

Final examination scheduling The final exam schedule is prepared at the start of each term. Exam requirements are collected from each faculty designate exam contact and incorporated into the university scheduling software. The exam schedule takes into account room availability, student registrations, program map consideration and other constraints (i.e. laptop, exam, multiple space room). All information is entered into the software and a draft schedule is prepared. Faculty contacts are provided an opportunity to review the draft to ensure requirements have been considered. The final schedule is then posted according to the exam policy (see Final Examination Policy). Only cancellations and room changes are permitted once the schedule has been posted for the students.

Final examination policy and protocols

Definitions a) Final examination: Final examinations as referenced in this document should be interpreted

in the ordinary sense of the word; usually covering all, or a very substantial portion of, the material dealt with in one academic term.

b) Non-comprehensive final examination: An examination held after the end of lectures, covering only the last unit of work completed in a course. These examinations are not administered by the Registrar's office, but they are subject to the rules of scheduling, proctoring, grade submission, and other miscellaneous regulations set out in sections 1, 3, 4, and 5 of this document.

Purpose To enable university faculty and staff to meet their responsibilities regarding the preparation

and administration of a final examination through a common final examination schedule. To facilitate the timely submission, approval, and release of final grades. To outline appropriate cases for deferred, supplementary, and re-read of examinations. To provide procedures for dealing with violation of examination protocol and emergency

situations.

Section 1: Scheduling

1.1 Study break No final examinations, tests, or lectures may be administered in the period after the last day of lectures and before the start of the final examination period. In addition, students may not be required to submit term papers, reports, or other assigned materials during this period.

1.2 Generating the schedule When submitting the list of course offerings each term, academic units will indicate to the Registrar's office whether a final exam is to be administered in each course section. All final examinations will be scheduled after the last day to add courses in a given term. Scheduling will be conducted in such a way as to optimize the time between each examination for each student.

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Courses with multiple sections writing a common examination will be given priority in scheduling to ensure availability of space and to allow instructors sufficient time to grade all papers prior to the deadline for grade submission. The final examination timetable will be published not later than six weeks prior to the first day of the final examination period.

1.3 Examination time slots The final examination period will consist of ten days. Four examination periods per day, Monday through Saturday, will be provided: 08:00 to 11:00, 12:00 to 15:00, 15:30 to 18:30, and 19:00 to 22:00. Courses in which lectures are held during the evening will normally be scheduled for examination in the evening.

1.4 Deferral Students, who through religious obligations, are unable to write a final examination when scheduled, will be permitted to write a deferred examination. These students are required to give three weeks notice to the faculty concerned and to document the religious obligations involved. Every effort must be made to accommodate those students who, through religious obligations, are unable to write examinations at the time scheduled. Faculties may grant deferred examinations on medical or compassionate grounds where sufficient documentation exists. A request for deferral on medical or compassionate grounds, along with supporting documentation, must be provided to the faculty within five working days after the scheduled writing of the examination. Faculties may also grant a deferred examination to a student who is scheduled to write three examinations within a 24 hour period. In this case, the exam in the middle of the three is the one that will be considered for deferral. Scheduling is conducted in such a way as to minimize the instance of consecutive examinations for students. If a technical difficulty prevents the writing of a computer-based examination, the faculty may arrange for a deferred examination for all students in the class. All deferred examinations will be scheduled no later than the end of the first week of classes in the following semester.

1.5 Time conflicts In the event that a student is unavoidably scheduled to write two examinations at the same time and is not eligible for deferral, provision should be made with the Registrar's office to write both examinations consecutively in a secure location.

Section 2: Administration

2.1 Copying and distribution When submitting original course offering information, academic units will indicate for each course section whether an examination is to be administered by the Registrar's office, or by the academic unit itself. The Registrar's office will be responsible for the copying and distribution of final examinations in any course section in which the faculty has elected final examination administration by the Registrar's office.


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Faculties that opted for administration by the Registrar's office must deliver final exam master copies to the Registrar's office no later than ten working days prior to the start of the final examination period. A standard cover page is available from the Registrar's office and should be attached to the master copy of the question paper. This cover page will include all pertinent information including the course name, number, and section, the number of pages in the examination paper, and the materials permitted to be used during the examination. The Registrar's office will assume no responsibility for the printing of examination papers not submitted by the above-noted deadline. If the final examination is to be administered online, at least 15% of the examinations should be available in paper format in case of technical difficulties. The cost of reprinting examination papers to correct errors and/or omissions will be the responsibility of the faculty concerned.

2.2 Centre for Students with Disabilities The Centre for Students with Disabilities works with faculty members to provide alternative exam accommodations for students with disabilities. Common alternative accommodations include extended exam time, oral evaluation, scribing, test clarification, private location, alternative exam format, or adaptive technologies. Students must work with faculty members and the centre to identify their specific needs well in advance of the scheduled exam time. Faculties will be advised by the Centre for Students with Disabilities of those students who have registered with that office for a written final examination. Final examinations for these students must be submitted by the faculty to the Centre for Students with Disabilities three working days prior to the scheduled date of the final examination. Faculty can obtain completed examinations from the Centre for Students with Disabilities on the following day.

Section 3: Proctoring

3.1 Assigning proctors The faculty will assign individuals to proctor and preside at the examination. Course instructors should normally proctor their own final examinations. If this is not possible, the faculty should assign an alternate who has adequate knowledge of the subject matter being tested. There should be at least one proctor assigned for every 50 students or part thereof, and at least one male and one female proctor should be present at all times.

3.2 Time Course instructors and proctors must arrive at the examination room at least 30 minutes prior to the start of the examination Students will be permitted to enter the examination room 20 minutes prior to the start of the examination. For examinations scheduled in a gymnasium, instructors and proctors must arrive at least one hour prior to the start of the examination. Students will be permitted to enter the gymnasium 20 minutes prior to the start of the examination. If the start of the examination is delayed, the examination will proceed with additional time allowed to compensate for the late start. Students will not be permitted to leave the examination room for the first hour of examinations that are three hours in duration. Students will not be permitted into the examination room after the first hour of an examination. Students arriving after the start of the

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examination will be permitted to write the exam, but no additional time beyond that given to all students will be granted. A student may, with the permission of the course instructor or proctor, leave the examination room briefly only if accompanied by a proctor. No student will be permitted to hand in a paper and leave the examination room within the last 15 minutes of the examination time. All students will remain seated and no student will be permitted to leave the room after this time until all papers have been collected.

3.3 Identification Students must present their current student ID card at each examination. If a student fails to produce their student ID card, they will be required to immediately obtain a substitute card from the Campus ID Services; no extension of the examination will be permitted to compensate for any delay encountered. Students will also endorse each answer booklet before writing an examination.

3.4 Materials Permissible materials should be communicated clearly to students prior to the last day of lectures for the term. Only those items authorized for use in the examination are to be brought into the examination room. If calculators or other instruments are allowed, instructors should exercise care in specifying the exact type of instrument permitted. Any jackets, hats, bags, knapsacks, etc., are to be left at the front or back of the examination room and may be picked up at the end of the examination. This includes information regarding the use of textbooks, lecture notes, etc. For reasons of security, students should be discouraged from bringing their laptops into the examination room if they are not required for their examination. If students do bring their laptops into the examination room, they should be directed to store them under their chairs. Any other electronic devices, unless explicitly permitted by the course instructor, are not permitted into the examination room. The university is not responsible for lost or stolen items brought into examination rooms.

3.5 Violation of examination protocol Where there are reasonable grounds to believe a violation of exam protocol has occurred, the course instructor or proctor has the authority to:

Remove any materials or devices not authorized for use in the examination and keep such materials until the student has completed the examination.

Search through personal belongings to remove evidence of the violation. This must be done in the presence of the student and another proctor.

Ask the student to produce evidence of the violation where the course instructor or proctor believes that he/she has hidden it on his/her person. Under no circumstances should the alleged offender be touched.

Ask the student to move to a seat that is more easily monitored. Remove answer books and replace them with new ones.

In all cases, a student should be permitted to finish writing the examination. At the conclusion of the examination, the course instructor or proctor must make a note of the time and details of the alleged offence, including any refusal to cooperate. The course instructor or proctor should explain to the student that the status of his/her examination is in question and set it aside. All evidence should be gathered and turned over to the course instructor. The course instructor and/or proctor must file a complaint of academic dishonesty.


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3.6 Emergency procedures In the event of an emergency, the course instructor or proctor shall follow the examination emergency procedures provided by the Registrar’s office. The course instructor has the authority to extend the examination time to compensate for time lost up to 30 minutes. If an emergency requires students to leave the examination room, all examination materials will be considered void. All answer booklets will be destroyed without grading. The examination will be rescheduled within the first week of the following term and a new examination script will be prepared.

3.7 Disruptions of examinations Conduct around the disruption of an examination or conspiring to disrupt an examination shall be dealt with under the UOIT student conduct and disciplinary procedures in non-academic matters and/or criminal or civil proceedings as appropriate.

Section 4: Grade submission

4.1 Deadlines All final grades must be submitted to the Registrar's office within five days of the end of the final examination period.

4.2 Submission Faculty members will have access via MyCampus to class lists for those courses for which they were the assigned instructor. All course grades must be entered in this manner. The faculty will have access via MyCampus to class lists for those courses administered by his/her faculty. Once instructors have entered the grades, the dean will review the grades and/or grade distributions and approve them as entered. This approval will lock the grades so that no further changes can be made. The locking process will result in the submission of final grades to the Registrar's office.

4.3 Release of grades Final grades will normally be released to students via MyCampus on the evening of the fifth day following the end of the final examination period.

4.4 Grade changes After a final grade has been released, any changes must be made in writing to the Registrar's office. Changes must bear the signature of the course instructor and the dean of the faculty, and must indicate the reason for the change.

Section 5: Miscellaneous

5.1 Student access to final examination scripts Final examination scripts are the property of the university; however, a student has the right to view his/her final examination script and grade. The supervision of the viewing of the examination script is the responsibility of the faculty. A student who wishes to view a final examination script should submit a request in writing to the faculty in which the exam was administered. Unless a clerical error has occurred, an instructor may not make changes to the final grade awarded in a course as a result of such a viewing. If, after viewing the final examination script, the student wishes to dispute the final grade awarded, he/she should submit a grade appeal to the Registrar's office.

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5.2 Supplementary examinations Students requesting supplementary examinations will be asked to consult the faculty.


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3. General room usage guidelines All space is managed by the university. Although space may be allocated to specific users, all space is managed by the university and the university has the responsibility to maintain and service the space. Faculties, departments, schools and administrative units do not have exclusive or preemptive rights to the occupancy of any space.

3.1 Non-academic For courses that are taught in non-academic rooms, the faculty is responsible for making all the necessary arrangements for the classroom booking. Courses scheduled in non-academic rooms are not required to follow the block scheduling; however, should a course that was originally booked in a non-academic room be moved to an academic room, the course must be rescheduled to meet scheduling pattern requirements. In order to ensure that all courses taught at the university appear on MyCampus, departments must ensure that the Scheduling office is provided with all of the relevant information (time, days, room location etc.) of courses scheduled in non-academic space.

3.2 Dedicated rooms There are rooms on campus that have been designated as exclusive or priority use. It is understood that all dedicated rooms add constraints to the system which results in less ideal timetables. The following applies to priority or exclusive use rooms: Where a department/program has been granted priority use of a room, other departments will be given access to that room once the priority use department’s initial timetabling requirements are met (i.e. after the first round draft changes). This will be an automatic process, and departments having priority on a room will not be notified of another department using the room.

3.3 Shared space Shared spaces include classrooms and other spaces on campus which are shared either between UOIT and Durham College or between the Scheduling office and another department (the Regent Theatre). These spaces are usually divided between academic/UOIT time and non-academic/non-UOIT time. Requests should be sent to [email protected] in order to have the request reviewed and answered by the appropriate area.

3.4 Classroom locking and unlocking Classrooms assigned by the Scheduling office should normally be unlocked from 0800 – 2300 Monday to Sunday. Security and housekeeping are sent daily reports of all bookings at UOIT, including weekends. Users who find their classroom locked should contact security at extension 2400. If a booked classroom is consistently locked, the faculty scheduler should contact the Scheduling office.

3.5 Examination room information During each examination period faculties, security and housekeeping are sent a list of all exams that have been scheduled at UOIT. Reservations cannot be confirmed for booking during the examination periods until exam schedules have been finalized.

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3.6 Reporting problems All facility, IT or media problems which require attention should be reported to the Service Desk at extension 3333, [email protected] or servicedesk.uoit.ca Classrooms that are not in service for longer than five days will be communicated on the Scheduling office website (uoit.ca/scheduling).

3.7 Emergency procedures Specific space is out of commission for a given period due to flood, power outage, or other special circumstances. The following steps are taken in an emergency situation:

1. Scheduled classes may be cancelled if space is inaccessible only for a short period. 2. Alternate space is considered to inherit entire timetable without altering the existing

day/time(s). 3. Multiple locations are considered to place existing schedule section by section where

possible. 4. Review student timetables to consider changes to day/time(s) in an effort to place sections

into new locations.


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Appendices

A. UOIT scheduling block pattern system Updated September 2011

Fall/Winter pattern system

A. 3 days x 1:00 → 1-23 301

Monday Tuesday Wednesday Thursday Friday

BLOCK I

8:00-9:00 1 4 2 5 3 9:00-10:00 2 5 3 1 4

10:00-11:00 3 1 4 2 5

BLOCK II

11:00-12:00 6 9 7 10 8 12:00-13:00 7 10 8 6 9 13:00-14:00 8 6 9 7 10

BLOCK III

14:00-15:00 11 14 12 15 13 15:00-16:00 12 15 13 11 14 16:00-17:00 13 11 14 12 15

BLOCK IV 17:00-18:00 21 23 22 21 23 18:00-19:00 22 21 23 22

B. 2 days x 1:30 → 1-20 215


BLOCK I 8:00-9:30 1 3 2 4 5

9:30-11:00 2 4 5 1 3

BLOCK II 11:00-12:30 6 8 7 9 10 12:30-14:00 7 9 10 6 8

BLOCK III 14:00-15:30 11 13 12 14 15 15:30-17:30 12 14 15 11 13

BLOCK IV 17:00-18:30 17 19 20 16 18 EVENING 18:30-20:00 16 18 17 19 20

C. 1 day x 2:00 → 1-50 102


BLOCK I 8:00-10:00 1 2 3 4 5 BLOCK II 11:00-13:00 6 7 8 9 10 BLOCK III 14:00-16:00 11 12 13 14 15 BLOCK IV 17:00-19:00 16 17 18 19 20 EVENING 19:00-21:00 21 22 23 24 25

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C. 1 day x 2:00 → Continued 102


BLOCK I 9:00-11:00 26 27 28 29 30 BLOCK II 12:00-14:00 31 32 33 34 35 BLOCK III 13:00-15:00 46 47 48 49 50 BLOCK IV 15:00-17:00 36 37 38 39 40

D. 1 day x 3:00 1 → 20 103


BLOCK I 8:00-11:00 1 2 3 4 5 BLOCK II 11:00-14:00 6 7 8 9 10 BLOCK III 14:00-17:00 11 12 13 14 15 EVENING 18:30-21:30 16 17 18 19 20

E. 1 day x 4:00 104 *note, analyze delivery requests for possible additions to timeslots


BLOCK I 8:00-12:00 1 2 3 4 5 BLOCK II 14:00-18:00 6 7 8 9 10

F. 1 day x 1:30 1 → 41 115


BLOCK I 8:00-9:30 1 2 3 4 5

9:30-11:00 6 7 8 9 10

BLOCK II 11:00-12:30 11 12 13 14 15 12:30-14:00 16 17 18 19 20

BLOCK III 14:00-15:30 21 22 23 24 25 15:30-17:00 26 27 28 29 30

BLOCK IV 17:00-18:30 37 38 39 40 41 EVENING 18:30-20:00 31 32 33 34 35


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G. 1 day x 1:00 → 1-79 101


BLOCK I

8:00-9:00 1 11 21 31 41 9:00-10:00 2 12 22 32 42

10:00-11:00 3 13 23 33 43

BLOCK II

11:00-12:00 4 14 24 34 44 12:00-13:00 51 15 25 35 45 13:00-14:00 52 16 26 36 46

BLOCK III

14:00-15:00 7 17 27 37 47 15:00-16:00 8 18 28 38 48 16:00-17:00 9 19 29 39 49

BLOCK IV 17:00-18:00 10 20 30 40 50 18:00-19:00 61 57 58 79 60

EVENING 19:00-20:00 53 56 59 62 65

H. 1 day x 6:00 1 → 5 106


BLOCK I 8:00-14:00 1 2 3 4 5

I. 2 day x 2:00 1 → 16 202


BLOCK I 8:00-10:00 1 2 1 2 9:00-11:00 11 12 11 12

BLOCK II 11:00-13:00 3 4 3 4 12:00-14:00 13 14 13 14

BLOCK III 14:00-16:00 5 6 5 6 15:00-17:00 15 16 15 16

BLOCK IV 17:00-19:00 7 8 7 8 EVENING 19:00-21:00 9 10 9 10

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J. 2 days x 1:00 → 1-20 201


BLOCK I

8:00-9:00 2 5 3 9:00-10:00 3 1 4

10:00-11:00 1 4 2 5

BLOCK II

11:00-12:00 7 10 8 12:00-13:00 8 6 9 13:00-14:00 6 9 7 10

BLOCK III

14:00-15:00 12 15 13 15:00-16:00 13 11 14 16:00-17:00 11 14 12 15

BLOCK IV 17:00-18:00 20

EVENING

19:00-20:00 17 18 20:00-21:00 18 16 19 21:00-22:00 16 19 17 20

K. 2 days x 3:00 → 1-6 203


BLOCK I 8:00-11:00 1 3 1 3 BLOCK II 11:00-14:00 2 4 2 4 BLOCK III 14:00-17:00 5 6 5 6


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Spring/Summer pattern system A. 1 Day x 1:00 → 1-101 101


BLOCK I 10:00-11:00 3 11 21 31

BLOCK II

11:00-12:00 4 12 22 32 12:00-13:00 49 13 23 33 13:00-14:00 50 14 24 34

BLOCK III

14:00-15:00 5 15 25 35 15:00-16:00 6 16 26 36 16:00-17:00 7 17 27 37

BLOCK IV 17:00-18:00 8 18 28 38

EVENING

18:00-19:00 56 57 58 59 19:00-20:00 51 52 53 54 20:00-21:00 61 101 63 64

B. 1 Day x 2:00 → 1-151 102


BLOCK I 9:00-11:00 1 7 13 19 25

BLOCK II

11:00-13:00 2 8 14 20 26 13:00-15:00 3 9 151 21 27 15:00-17:00 4 10 22 28

BLOCK III 16:00-18:00 16 17:00-19:00 5 11 17 23 29

EVENING 19:00-21:00 6 12 18 24

C. 1 Day x 3:00 → 1-20 103


BLOCK I 9:00-12:00 1 2 3 4 5

BLOCK II

12:00-15:00 6 7 9 10 13:00-16:00 8 15:00-18:00 12 14 20 16:00-19:00 11 13

EVENING 18:00-21:00 17 19 19:00-22:00 16 18

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D. 1 Day x 4:00 → 1-4 104

Monday Tuesday Wednesday Thursday Friday BLOCK I 14:00-18:00 1 2 3 4

E. 1 Day x 1:30 → 1-32 115


BLOCK I 9:00-10:30 1 7 14 20 27

10:30-12:00 2 8 15 21 28

BLOCK II

12:00-13:30 9 22 29 13:00-14:30 3 16 13:30-15:00 10 23 30

BLOCK III

14:30-16:00 4 17 15:00-18:00 11 24 31 16:00-19:00 5 18

BLOCK IV 16:30-18:30 12 25 32 17:30-19:00 6 19

EVENING 18:00-21:00 13 26 19:00-22:00

F. 2 Days x 1:00 → 1-20 201


BLOCK I 9:00-10:00 1 3 2 4

10:00-11:00 2 4 1 3

BLOCK II

11:00-12:00 5 7 6 8 12:00-13:00 6 8 5 7 13:00-14:00 9 11 10 12

BLOCK III

14:00-15:00 10 12 9 11 15:00-16:00 13 15 14 16 16:00-17:00 14 16 13 15

BLOCK IV 17:00-18:00 17 19 18 20 18:00-19:00 18 20 17 19


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2 Days x 2:00 → 1-12 202


BLOCK I 9:00-11:00 1 7 1 7

11:00-13:00 2 8 2 8

BLOCK II 13:00-15:00 3 9 3 9 15:00-17:00 4 10 4 10

BLOCK III 17:00-19:00 5 11 5 11 19:00-21:00 6 12 6 12

2 Days x 3:00 →1-8 203


BLOCK I 9:00-12:00 1 5 1 5

12:00-15:00 6 6

BLOCK II

13:00-16:00 2 2 15:00-18:00 7 7 16:00-19:00 3 3

BLOCK III 18:00-21:00 8 8 19:00-22:00 4 4

2 Days x 4:00 →1-4 204


BLOCK I 8:00-12:00 3 1 3 1

13:00-17:00 4 2 4 2

2 Days x 1:30 → 1-12 215


BLOCK I 9:00-10:30 1 7 2 8

10:30-12:00 2 8 1 7

BLOCKII

12:00-13:30 9 10 13:00-14:30 3 4 13:30-15:00 10 9

BLOCK III

14:30-16:00 4 3 15:00-16:30 11 12 16:00-17:30 5 6

BLOCK IV 16:30-18:00 12 11 17:30-19:00 6 5

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3 Days x 1:00 → 1-15 301


BLOCK I

8:00-9:00 1 4 2 5 3 9:00-10:00 2 5 3 1 4

10:00-11:00 3 1 4 2 5

BLOCK II

11:00-12:00 6 9 7 10 8 12:00-13:00 7 10 8 6 9 13:00-14:00 8 6 9 7 10

BLOCK III

14:00-15:00 11 14 12 15 13 15:00-16:00 12 15 13 11 14 16:00-17:00 13 11 14 12 15


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B. Committee mandates

Scheduling committee

Purpose To assist in the development of innovative and progressive scheduling practices that will take into consideration learning needs, academic program development, as well as the needs of the campus as a whole. The Scheduling committee will recommend practices through the Scheduling task force to the campus community.

Membership Associate registrar, records + registration (chair); Scheduling officer (co-chair); Associate provost, academic planning + operations; Representative from each faculty (minimum 1 representative per faculty); Representative from records; and Representative from graduate studies.

Terms of reference The Scheduling committee will report to the Scheduling task force on subjects such as, but not limited to:

Creation of production timelines; Preparation of the Academic timetables; Developing and recommending on system-wide scheduling constraints; Developing and recommending processes for production of the Academic timetables; Recommendations on policies concerning the production of the Academic timetables; and Recommendations on requirements/needs to teaching space.

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Scheduling task force

Purpose The purpose of this task force is to develop and enforce policies and practices for the production and maintenance of academic timetables. The Scheduling task force will be the body responsible for approval of timetable constraints and timetable changes.

Membership Associate registrar, records + registration; Scheduling officer; Associate provost, academic planning +operations; and Two faculty representatives.

Terms of reference Develop policies and processes pertaining to the production and maintenance of the

academic timetable. Act as the approval committee for scheduling constraints prior to the production of the

timetables, as well as changes to the timetables post publishing. Explore new ideas and processes to ensure that scheduling needs are met. Make recommendations to the Academic Space Working committee on pedagogical space

needs/requirements.


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C. Room Characteristics First - first floor Horseshoe - horseshoe seating L - laptop data/power LP - laptop power only Media site - media site equipment MTC - moveable tables and chairs Second - second floor Third – third floor Tiered - tiered seating Wired - hard wired for laptop

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Documents

UOIT Scheduling Guidelines and Protocols Final May 10 · 2020. 7. 27. · UOIT scheduling guidelines and protocols Contents ... Spring/Summer pattern system ... The course offerings