This is a legacy page. For current information and resources for course scheduling at UBC please visit the Course Scheduling Resources wepage.
Project resources including presentations, consultation documentation, and FAQs will be updated on this page regularly. Check back often.
On this page:
The following resources for 2022W Course Scheduling can be found on the Course Scheduling Resources Page.
- UBC Vancouver Academic Course Scheduling Operational Procedures (PDF) July 5, 2021
- Academic Unit Course Scheduling Timeline (2022W) (PDF) July 5, 2021
- General Teaching Space Allocation Methodology (PDF) July 6, 2021
- 2021 Departmental Meeting Presentation Deck (PDF) July 5, 2021
- Updated Department Zones - 2022W (XLSX) July 5, 2021
Documents prepared in reference to the scheduling simulations conducted in Phase 1
The following documents were prepared in reference to the scheduling simulations conducted in mid-2020. Please note that, in consultation with the community during Phase 2 (beginning January 2021), further analysis and refinement of Department centoids, and primary and secondary zones will be done to ensure balanced access. Thus, the contents of the following documents are not to be considered final in terms of what will be used for implementation.
- Scheduling Project Recommendations - Fall 2020 (PDF), December, 2020: Recommendations shared with the Vancouver Scheduling community during engagements during October and November 2020
- UBCV Scheduling Project - Evaluation Framework with Executive Summary (PDF), December, 2020
- Department Zone Methodology - Hybrid Simulation (PDF), December, 2020
- Comparison of Zone rooms to Tier 1 rooms by course code (XLXS), December, 2020: This version is based on what was used in scheduling simulations, an updated version based on feedback recieved after November 2020 will be available soon.
- Primary and Secondary Zone Map - Scheduling Simulation (PDF), December, 2020
- Comparison of Tier 1 to space allocation - Scheduling Simulation (PDF), December, 2020
- Room allocation to primary and secondary zones (PDF), December, 2020
Project information bulletin
- Scheduling Project Information Bulletin (PDF), June 2021
- Scheduling Project Information Bulletin (PDF), February 2021
- Scheduling Project Information Bulletin (PDF), October 2020
Project kick-off documents
- Scheduling Project Community Kick-Off presentation deck (PDF), February 2019
- Scheduling Project Community Kick-Off responses to questions and comments (PDF), February 2019
- Announcement of Approval for Implementation - Project Sponsors (PDF), January 2021
Room allocation will be done using the Departmental Zone Room Allocation Model (see the glossary for a definition of this term) and in accordance with an identified set of course section priorities. The room allocation model will replace the two-tiered room priority model. When scheduling, the system will attempt to schedule a department's section within their defined zones. Scheduled locations will not 'roll' from one year to the next.
Yes, the project team will be consulting with departments in Phase 2, beginning in January 2021, to ensure that the departmental centroids are correct. Where departments oversee more than one course code, they will have the opportunity to identify a centroid for each one.
Updated Department Zones - 2022W (xlsx) shows the centroid and corresponding primary and secondary zone rooms allocated to your department using the data collected during consultation with departments in spring 2021.
Yes, the project team will be consulting with departments in Phase 2, beginning in January 2021, to ensure that the departmental centroids are correct. Where departments oversee more than one course code, they will have the opportunity to identify a centroid for each one. If you need to adjust your departmental centroid please reach out to firstname.lastname@example.org.
If Scientia can't find a room suitable room within the primary or secondary zone, it will allocate a room elswhere on campus outside of the primary or secondary zone.
Departments will provide their room requirements based on pedagogical needs via the Web Data Collector (WDC). Generally speaking, rooms will be assigned according to pedagogical needs, class size, departmental zone, etc. However, some sections may require specialized equipment or room design features, and in these cases we will work with the department to ensure the required room is assigned to the section.
The Tier 1 and 2 system is being replaced by the Departmental Zone Room Allocation Model. We recognize that departmental centroids and/or primary and secondary zones will require some adjustments before implementation. The Project will consult with the community during Phase 2 to work on necessary adjustments and to assess and ensure balanced access. Please note: Room allocation will not roll over from year to year in the new model.
Yes, should your department decide/need to schedule faculty members to teach back-to-back sections, you will be able to provide us these considerations when completing scheduling inputs into the Web Data Collector tool. 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 capacity plan size and the same room can be effectively used for both sections).
Departments will submit dates, times and room requirements via Web Data Collector, a Scientia tool, that captures room requirements rather than specific room preferences, so rooms can be allocated based on pedagogical requirements. Scheduling Services will create a draft timetable and then distribute it to departments for review. During Phase 2, a room change request process with defined criteria and governance will be developed in consultation with the scheduling community.
Assignment of rooms using the new Departmental Zone Room Allocation Model uses a department's centroid to determine where sections are scheduled. Scheduling Services will provide a draft timetable to departments for review. Departments will be asked to review the draft and flag concerns for Scheduling Services to consult with them on.
Yes, that pattern exists within the multi-block pattern, so continuing to schedule on the M/W/F and T/R pattern will be on-pattern in the multi-block pattern.
The recommended pattern doesn't include Saturday and Sunday but departments may continue to schedule courses on these days. Extending the teaching week to weekend days was not considered as part of the Scheduling Project scope.
In the current model, departments determine when (dates/times) and where (rooms) their courses will be scheduled. Scheduling Services publishes the schedule. In the hybrid model, departments will retain agency for deciding when (dates and times) to offer their courses, while scheduling Services will leverage Scientia to allocate space (GTS).
Section days and times from the previous Session to the new Session (e.g., 2021W to 2022W) will be rolled, but rooms will not roll. Rooms will be allocated according to the Departmental Zone Room Allocation Model. Departments will have the discretion to decide which, if any, sections to make changes to. Departments can decide to leave sections on the current pattern, or adjust dates and times of individual sections to take advantage of the increased flexibility offered by the multi-block pattern.
Creating a conflict free schedule remains the domain of departments in the Hybrid Model. However, as part of Phase 2 work, Scheduling Services can explore opportunities to support departments in this process.
In-tandem courses are courses that are shared between UBC Vancouver and UBC Okanagan. Therefore, alignment on scheduling patterns and close collaboration on scheduling efforts between both campuses are required. With a potential for the number of in-tandem courses to increase, scheduling alignment and coordination between the campuses will become necessary. The necessity is punctuated by the fact that scheduling model, pattern, and processes, exam processes, and all associated timelines differ across the campuses. This future state requirement of increased in-tandem course offerings is noted, and UBCV Scheduling Services will continue to work in close partnership with the UBCO scheduling team to ensure this requirement can be effectively supported.
Departments retain the agency to decide what courses are offered, and when they are offered. Hence, departments will be empowered to consider which courses, if any, they would like to adjust by taking advantage of the additonal teaching blocks available in the new multi-block pattern.
We understand that T-reps rely on these policies when preparing for scheduling, which can begin as early as the spring. We are aiming to have the updated policies completed by late spring, in preparation for the 2022W scheduling cycle. We will provide regular updates on the progress of the policy updates.
Scheduling policies will be defined in Phase 2 of the project, beginning in January 2021. These policies will include core scheduling elements, which support the new hybrid model and multi-block pattern. Scheduling Services will work with departments to ensure that policies, including prime time distribution are adhered to.
Proposed 8:30 am start time
It is appreciated that the recommended shift in daytime teaching hours will have the most impact on course sections currently scheduled at the beginning and end of the daytime teaching hours (i.e. 8:00 am and 4:00 pm teaching time blocks). The project has received mixed feedback on this recommendation; thus, this recommendation is under review and may be deferred. Further consultation and analysis are required on this recommendation to understand the impacts on students, faculty, staff and transportation.
The proposal for shifting the day time teaching hours from 8:00 to 8:30am is currently under analysis due to mixed feedback; and may be deferred. However, if this change is implemented, where a program has rationale (e.g. pedagogical requirements) for their classes to start at 8:00 am, they can schedule them at that time.
In Phase 2, beginning in January, the Scheduling Project will consult and engage with different committees (TRAC, Steering, LSAC, etc.) to establish timelines for the new Scheduling Model. We will post timelines on the Scheduling Project website, and share them with the Scheduling Community through email and regular meetings, such as the T-Rep Advisory Committee (TRAC).
T-Reps will be able to utilize Scientia Timetabler to support efficient and timely updates after the release of the draft schedule. T-Reps will also be able to submit changes to the schedule after they submit requirements via Web Data Collector (WDC), when the schedule is in draft format, and after the schedule is published. More information about business processes will be developed and shared with the community in Phase 2.
We look to have the community start scheduling within the new hybrid model and pattern in November/December 2021, for the 2022W Schedule. The Project Team will work with departments in Phase 2, which begins in January 2021, in the development of scheduling timelines. Stay tuned.
Yes, we will provide training options for Web Data Collector (WDC) and any other new scheduling tools that may be implemented.
The multi-block pattern supports more flexibility in how courses are scheduled, including blended learning and other modes of instruction. The new model will be effective in response to pedagogical changes that may occur as a result of the pandemic. For example, if Section A uses a blended learning approach and only meets in-person on Mondays, resulting in the allocated space being vacant during the Wednesday and Friday blocks, Scheduling Services may be able to coordinate with Section B to use the space on Wednesday and Friday, as that section meets online on Mondays.
The new scheduling model will allow us to collect more data about room requirements and usage, which we can share with Facilities Planning to inform their work, including planning for future room and equipment needs.
Please contact us at email@example.com and we will share that information with you.
The project will continue to consult with departments to understand scheduling practices and considerations, parameters and constraints. Informed by the scheduling community, the steering committee serves as the primary governing body and decision making group. The steering committee is tasked with making decisions that serve the community and institution as a whole.
It is important that we take a holistic and innovative approach when reviewing the scheduling model and determining solutions. The project goals and objectives help to unify and guide us in our collective effort to co-create our new scheduling model and pattern. There is likely no “perfect” model that will meet everyone’s expectations, rather we will need to make tradeoffs that enable us to achieve our project goals and gain improvement overall.
The Vancouver Scheduling Project defines core courses as degree requirements which are listed in the Academic Calendar.
These elements facilitate the scheduling of course sections, and have a direct impact on the effectiveness of the schedule (e.g. distribution and utilization rates). Upon endorsement, these elements will essentially serve as a foundation for an overarching set of scheduling policies that will help standardize and govern our scheduling outcomes.
In timetable notation, days of the week are represented by the following letters: M = Monday, T=Tuesday, W=Wednesday, R=Thursday, F=Friday, S=Saturday, U=Sunday
A centre point that is used to create a department zone for each course code in the Departmental Zone Room Allocation Model.
Departments will identify a centroid for each of their course codes and each centroid will serve as centre point for a unique room allocation zone. When assigning teaching space Scheduling Services will leverage Scientia to assign classrooms, first in the Primary Zone (within ~200 m of the centroid), then the Secondary Zone (within ~400 m of the centroid). If no room can be found within the zone that meets the pedagogical needs then Scientia will move outside the zone to find an appropriate space. This model would replace the Tier System.
GTS is space used for the teaching needs of faculties, departments and schools. GTSs are managed by the Learning Spaces Team and room bookings are administered by Scheduling Services. UP9 further defines General Teaching Spaces.
The Learning Spaces Advisory Committee (LSAC) is composed of the Associate Deans of each of the faculties and senior staff from administrative units. It provides a framework for optimizing UBC’s learning spaces to support flexible learning practices and deliver the best possible student learning experience.
A pattern that has a number of allowable day and start time combinations which provide moderate flexibility.
- 1 hour blocks on M/T/R, M/W/F, T/R/F
- 1.5 hour blocks on M/W, T/R, W/F
- 2 hour blocks on M, T, W, R, F
- 3 hour blocks on M, T, W, R, F
Courses are normally scheduled in accordance with a standard scheduing pattern times. Courses scheduled outside of the standard pattern are referred to as off pattern. Those scheduled within the standard pattern are referred to as on pattern.
The period of time between 10am and 2pm is referred to as prime-time for courses as the highest volume of activities are scheduled during this period.
Restricted Teaching Space (RTS) are designated to particular faculties and departments, and only the designated faculty or department can book an RTS. RTSs are not available for booking by other departments and faculties. UP9 further defines Restricted Teaching Spaces.
Rooms are grouped according to seat capacity.
The number of hours per week that a classroom is expected to be used for scheduled instruction.
Encompasses the dates, times and locations courses are scheduled and who has the responsibility for determining each of those items. See Hybrid Model.
During the winter session, courses are scheduled with the standard day and time pattern. The standard day pattern is for sections to be scheduled during the daytime either on Monday, Wednesday, and Friday, or on Tuesday and Thursday. Sections not scheduled according to the standard day or time pattern are considered to be off pattern (see above). Note: To account for the accelerated pace of the summer session, the standard scheduling pattern does not apply.
Scientia is the software used by timetable representatives to schedule courses and assign resources (instructors and rooms).
The percentage of seats that are occupied when the room is in use.
Details about the Senate Academic Building Needs Committee (SABNC) is on the Senate website.
Tier 1 is the first scheduling phase. During Tier 1, access to some GTS buildings or spaces is restricted to particular departments. Only designated departments can schedule in their designated Tier 1 spaces.
During the Tier 2 phase, all departments can schedule into all remaining General Teaching Spaces.
Timetable representatives schedule courses on behalf of their faculty and/or department.
TRAC is composed of timetable representatives who have volunteered to take part in a cross-functional committee in collaboration with Scheduling Services. This year, TRAC will have two streams: operational and scheduling project. All TRAC members are invited to attend either or both streams.
Web Data Collector (WDC) is a Scientia module that allows users to input scheduling requirements and constraints.