VIII. Associate Diploma Regulations and Procedures

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Scheduling

Undergraduate Course Timetable

The scheduling of all undergraduate courses is the responsibility of the Assistant Registrar, Scheduling.

All courses are scheduled according to the Senate approved “Slot-system” which allows for 3 x 1 hour slots meeting at the same time on Monday, Wednesday and Friday, 2 x 1.5 hour slots meeting at the same time on Tuesday and Thursday with 3-hour. This basic grid is overlaid with 3-hour and other class formats in such a way as to minimize conflicts and maximize efficient use of teaching space.

The University scheduling day runs from 0830-1730 and 1900-2200; Senate has approved the 1730-1900 “dinner hour” as a period which shall be free of all regular class meetings, labs, seminars.

The scheduling cycle for each S, F and W semester commences one year in advance. The final timetable for each semester is published on WebAdvisor two weeks prior to the commencement of the initial Course Selection period for that semester.

Chair/Director’s Responsibilities

The Chair/Director or the designated Department Timetable Coordinator is responsible for the following:

Submitting to the Assistant Registrar, Scheduling, no later than the established deadline, complete requests for courses to be scheduled in the subsequent academic year.
Acting as liaison between instructors and Scheduling on all aspects of scheduling, including collecting information relevant to course scheduling from instructors, submitting it appropriately.
Approving the department’s course schedule before publication. This involves checking that no conflicts exist in instructor or student schedules.
Calculating 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.

Instructor's Responsibilities

Instructors are responsible for communicating to the Chair/Director or Department Timetable Coordinator, prior to the established deadline, any information relevant to the scheduling of courses in the subsequent academic year.

Registrar's Responsibilities

The Assistant Registrar, Scheduling creates the university timetable according to the following priorities:

No course conflicts exist in core courses as published in the schedule of studies in the Undergraduate Calendar.
The number of elective courses available to students is optimized.
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.
No instructor conflicts exist according to department information.
Departmental requirements, requested by the Chair/Director or Department Timetable Coordinator, are met where possible.