Resources

Last update: January 8, 2026

T-Reps use this page to access updated training materials, contact information, user guides, and info session recordings related to course scheduling at UBC Vancouver.

T-Rep Community

At UBC Vancouver, a T‑Rep (Timetabling Representative) is an academic unit designate who collaborates with Scheduling Services on course scheduling and classroom allocation.

Scheduling Services provides T-Reps with ongoing training, information resources and trouble-shooting for Scientia and Workday.

Core Responsibilities of T-Reps

  • Coordinating course scheduling for designated course codes (ex. entering requests into WDC and ensuring section times, sizes, and location needs align with requirements);
  • Updating Scientia Timetabler and Workday Student to ensure course activities are accurate and complete for student registration;
  • Advising the academic unit on the Academic Course Scheduling Operational Procedures (ex. timelines and the principles/required elements of academic course scheduling).

T-Rep Engagement Community (TREC)

The T-Rep Engagement Community (TREC) is open to all Timetable Representatives and will meet three times a year (March, June, and October). TREC is a resource for the exchange of course scheduling related information including updates to General Teaching Spaces (GTS) and Workday Student. While attendance is encouraged there is no requirement to attend the meetings, as the recording and minutes will be shared after each meeting. 

Terms of Reference - TREC (Last Updated: June 2023)

Contacts

T-Rep Access to Workday and Scientia

  • Request Workday and/or Scientia Access
    • Access to course scheduling functionalities is associated with your position. If you have questions about your Course Scheduling access, please use the UBC Self-Service Portal and "Request Workday Student Support" (select "Access and Role Request" for the Category) and complete the form.

User Guides

These resources can be accessed at your convenience and at your own pace.  

Documents

Procedures/Process Related Documents:

Workday Related Documents:

Additional Documents:

Information Sessions

In addition to the Canvas courses and resources available on this page, a series of information sessions and drop-in sessions will be available during the 2026 course scheduling cycle. T-Reps will receive more information about upcoming training sessions via email.