NOTE: Students registered at Alfred, Kemptville or Ridgetown campus locations should refer to the appropriate Registrar's Office for information on Scheduling of courses.

Undergraduate Course Timetable

The scheduling of all undergraduate courses is the responsibility of the Associate Registrar, Undergraduate Program Services.

The preliminary edition of the Undergraduate Course Timetable lists the courses scheduled for the full academic year (Summer, Fall and Winter Semesters). The preliminary edition of the Undergraduate Course Timetable along with the Undergraduate Calendar is available to all students in early March through WebAdvisor.

Chair's Responsibilities

The chair, through the designated department timetable advisor, is responsible for the following:

• Notifying the Associate Registrar, Undergraduate Program Services, no later than the published deadline, of the details regarding the department's course offerings in the subsequent academic year.
• Approving the department's course schedule before publication. This involves checking to ensure that no conflicts exist in faculty or student schedules.

Instructor's Responsibilities

Instructors are responsible for communicating to the department timetable advisor prior to the published deadline any information relevant to the scheduling of courses in the subsequent academic year.

Registrar's Responsibilities

The Associate Registrar, Undergraduate Program Services, uses the following criteria when creating the course timetable:

• No course conflicts exist in core courses as published in the schedule of studies in the Undergraduate Calendar.
• The number of requested elective courses available to students is optimized.
• Classroom space is allocated to all scheduled courses on the basis of expected enrolments.
• No instructor conflicts exist based on department information.
• Departmental requirements requested by the chair or timetable advisor are met, when possible.

Changes to the Published Undergraduate Course Timetable

Course Offerings

If additions or deletions are required to the courses listed in the published Undergraduate Course Timetable, the dean is responsible for obtaining the approval of the Associate Vice-President (Academic), who will consider written requests and if approved, will notify the appropriate dean and the Associate Registrar, Undergraduate Program Services.

Approval must also be obtained to replace a regular 12-week Summer Semester course with a 6-week session course.

Scheduled Meeting Times

Prior to the commencement of classes changes in scheduled meeting times are approved only for conflicts in student or instructor schedules. Any requests for time changes are to be submitted by the departmental timetable advisor to the Associate Registrar, Undergraduate Program Services. These changes will appear in either the course selection edition of the Timetable or in the final edition of the Course Timetable depending on the date of receipt.

After the commencement of classes changes in class meeting times are normally not made during the first 10 class days unless the change is to accommodate students who would otherwise be unable to register in the course. Requests for time changes and room allocation are to be submitted through the chair, timetable advisor or secretary responsible for coordinating the department schedule, to the Scheduling Co-ordinator, Office of Registrarial Services. The instructor is responsible for ensuring that all students can attend during the new meeting time(s) and for informing the students of the new time(s) and room allocation.

Additional Hours/Sections

Prior to the Commencement of Classes if it becomes necessary to schedule additional sections, either lecture, laboratory or seminar, based on the course selection numbers of students in a course, the request is to be initiated by the chair or timetable advisor to the Associate Registrar, Undergraduate Program Services.

After the commencement of classes if additional sections become necessary the instructor is responsible for

1. requesting through the chair, timetable advisor or secretary responsible for co-ordinating the department's schedule, the appropriate classroom space and

2. assigning the students into the newly created sections. Under no circumstances should this result in:

a) making it impossible for students with courses selected to attend classes because of a conflict with another selected course and/or

b) requesting students to change section assignments in other courses.

Classroom Changes

Prior to the commencement of classes the Associate Registrar, Undergraduate Program Services, automatically re-assigns classroom space for all courses assigned insufficient space based on the course selection figures. Notification to both students and faculty is sent out in the final edition of the Undergraduate Course Timetable available through WebAdvisor prior to the start of classes. The chair is responsible for informing instructors of these changes.

Instructors desiring room changes are to forward the request through the chair, timetable advisor or secretary responsible for co-ordinating the department schedule to the Scheduling Co-ordinator.

After the commencement of classes instructors desiring room changes are to forward the request through the chair, timetable advisor or secretary responsible for co-ordinating the department schedule to the scheduling co-ordinator.

Cancellation - if classroom space assigned to a course is no longer required instructors are requested to inform the scheduling co-ordinator, Office of Registrarial Services, as soon as possible. Please do not hold space to be used on an occasional basis. Rather, make temporary bookings through the Reservations Clerk as required.

Classroom bookings, for non-regularly-scheduled classes - faculty, staff and students desiring classroom space for meetings, conferences, tests, etc. are to request space from the Reservations Clerk, Schedules Section, Office of Registrarial Services.

Section Changes

Students desiring to change a section within a course must do so using the add/drop process.

Admission inquiries: Admission Services ~ ~ ~ General calendar inquiries: Undergraduate Program Services
Last revised: 14 May 2003
© 2003 Office of Registrarial Services, University of Guelph