Below are frequently asked questions about course scheduling.
On this page:
The Unassigned Section Management Survey will be shared with T-Reps at the beginning of each scheduling cycle. Academic units can choose to submit the survey if they would like to change the order in which unassigned sections are adjusted to enable scheduling. As per the General Teaching Space Allocation Methodology, the default order to adjust sections is:
1. Remove zone
2. Remove room features
3. Decrease Planned Size to match previous year’s enrolment (if applicable)
The Prime-Time Report identifies the number of sections that need to move outside of Prime-Time (10:00 am – 1:59 pm) in order to achieve the required distribution of no more than 55% of course sections per course code in Prime-Time. The report only applies to sections in general teaching space during the Winter session.
Yes. The WDC User Guide available on our Training page has instructions for how to set up course sections in a blended delivery format.
Academic units are responsible for ensuring core or otherwise designated required courses are kept conflict-free.
Only section days and times from the previous Academic Session will roll to the new Academic Session (e.g. 2021W to 2022W). Departments have the agency to decide which, if any, sections need to be adjusted. As an exception, Restricted Teaching Space rooms will be rolled each year. General Teaching Space rooms do not roll from year to year.
Ensure you adhere to the Senate approved term dates. Incorrect dates will affect the withdrawal dates and may affect student loans and awards.
Starting in the 2022W scheduling cycle, there is no longer a need to designate certain classrooms as having specialized technology. Academic units provide their room requirements, including AV or other room features, for sections in WDC based on pedagogical need.
The Multi-Block pattern designates day(s) and start time combinations for daytime course sections (8:00 am to 4:59 pm). To view the complete pattern, please refer to our Academic Course Scheduling Operational Procedures.
Please inform Scheduling Services before the scheduling cycle begins if off-pattern sections (non-standard times) are required due to specific program requirements. Collaboration will occur in order to facilitate optimal space utilization while meeting program needs. It is recommended to use RTS for off-pattern sections wherever possible.
Yes. Daytime 4-hour sections can be scheduled on any day of the week with a start time that aligns with the 2-hour block start times of 8:00, 10:00, 12:00, 14:00, or 16:00.
Yes. That pattern exists within the Multi-Block pattern.
Yes. The Multi-Block pattern does not include Saturday or Sunday but academic units may continue to schedule courses on these days.
Departmental Zone Room Allocation Model
The Departmental Zone Room Allocation Model creates a group of General Teaching Space for each course code within 400m of a chosen centroid building. Scheduling Services schedules course sections within the zone according to the General Teaching Space Allocation Methodology available on our Resources page. This model replaces the Tier system.
The current list of all departmental zones and centroids is located on our Resources page.
To request a different centroid, please email Scheduling Services at: firstname.lastname@example.org.
No. If a section needs to be scheduled outside of the zone for its course code, this can be indicated in the WDC Comment Box for the section. Sections of Planned Size 300 and above do not have a zone; they are scheduled across campus according to room size and features only.
If Scientia can’t find a suitable room within the zone, it will allocate a room elsewhere on campus outside of the zone.
Web Data Collector (WDC)
Web Data Collector (WDC) is a Scientia tool T-Reps use to enter their course section information so that Scheduling Services can allocate General Teaching Space to course sections. WDC is not a scheduling tool, nor does it show location availability.
Generally, WDC is open for approximately 7 weeks for Winter session. Please refer to our Timelines page for specific dates. Course information can be updated at any time while WDC is open and does not need to be completed all at once. The date of completion of WDC does not affect the priority in which course sections are assigned space.
Every section has a text box available to enter any comments that will help Scheduling Services allocate a room. The character limit is 255 (about 2-3 sentences). Please refer to the WDC User Guide or Canvas course available on our Training page for more information.
There is no field to request a specific room in WDC. Academic units provide their room requirements based on pedagogical needs.
Yes. You can provide these considerations in the WDC Comment Box. Back-to-back sections into the same room may be considered if all other scheduling requirements are satisfied (e.g. both sections have a similar Planned Size and the same room can be effectively used for both sections).
Yes. There are reports available in WDC for this purpose. Please refer to the WDC User Guide available on our Training page for steps on accessing the reports.
T-Reps need to:
- Review the draft timetable in Scientia Timetabler
- Complete course section details in the SISC
- (Optional) Make changes to course sections in Scientia Timetabler
- (Optional) Submit change requests to Scheduling Services
Once the draft timetable is ready, an email will be sent to T-Reps with the link for faculty, or anyone else without Scientia access, to view the draft timetable online.
Scheduling Services accepts the following types of change requests for sections in GTS:
- Increase/decrease in Planned Size
- Adding course section(s)
- Modification to day/time/duration/term
- Room changes if the assigned space does not meet the teaching requirements
T-Reps are responsible for all other changes, including updating staff (instructors), and all modifications to course sections in RTS.
Yes. T-Reps are given full access into Scientia once the draft timetable is published and can make any changes to their own sections. Submitting change requests to Scheduling Services is optional.
Student Information Service Centre (SISC)
The Mode of Delivery label describes how each individual activity within a course is going to be delivered to students, whether In-Person, Online, Hybrid (the course activity has a mixture of mandatory in-person and online activities as designed by the instructor) or Multi-Access (The course activity allows students the choice to attend either in person or online, as designed by the instructor). For more information, please refer to the Canvas course or Course Scheduling User Guide available on our Training page and the SISC Mode of Delivery Flow Chart.
Scheduling Impacts on U-Pass Fees
For the Summer Session, students are charged the U-Pass fee on a monthly basis.
Graduate and professional programs that do not follow the Senate approved term dates are advised to schedule course dates to accurately reflect the start and end dates for when students are in class. For example, if the first day a class meets is on June 30th and the last class meets on August 1st, the course should be scheduled from June 30th to August 1st, and students would be correctly assessed for the June, July, and August U-Pass.