Student Services

Timetabling FAQs

If your question is not answered below you may wish to visit the following webpages for further information:

View Timetables

  • View module/course/room timetables

Curriculum Services

  • Programme and module creation and policy

Teaching Support

  • Request portable AV facilities
  • Lecture capture booking and information

Room Booking FAQs

  • Ad hoc room booking queries
When are the timetabling deadlines?

To view the schedule of processes for all academic services which includes the schedule for the Timetable Services tasks, please select:  Schedule of Processes

What are your procedures for timetabling?

During the planning stages for a new academic year, the new timetable is initially populated when data is transferred from the previous year. How this information is subsequently manipulated is dependent on which department it relates to. For some departments information is directly altered within Syllabus Plus, for others it is reliant on Schools to accurately update course structures, module data and activity templates within Saturn, data which is then downloaded directly into Syllabus Plus.

Once relevant Student Set (students sets allows us to define which student attends a specific activity and indicates if there is a clash) and Pathway data (Pathway is a route within a course that can be taken to achieve an end qualification) has been created and linked to the correct courses, modules and activity templates, activities are then scheduled in order based on a variety of criteria such as size, type, room requirement, whether core or optional, etc.

Click here to view flowchart of the process

Why do we have clashes between teaching? 

Clashes can occur for a variety of reasons. A course requires core and restricted modules to be assigned to its structure, it is imperative that this accurately portrays what needs to be timetabled. The students will then be attached correctly to their chosen modules. If there are a large number of restricted optional modules accessible for students to choose, then potentially lack of available teaching hours may restrict the number of clash-free combinations.

One important element when generating teaching timetables are that students choose their optional modules and this data is downloaded to the timetabling software in May. Where students have not chosen their restricted optional modules Timetable Services may be unable to create a ‘clash’ free teaching timetable as they will not have an accurate representation of what students have chosen.

Why can't the timetables be the same every year?

Timetables are subject to the many yearly changes that affect teaching. These can include increases in student numbers, staff members leaving or arriving, students choosing different options, and differences in the rooms or facilities available.

Why can't we decide which rooms we want for our timetables?

Rooms are allocated on the basis of class size, category of room and equipment required. This enables us to achieve an efficient use of the available rooms and to optimise space utilisation effectively. Any activity with a specific requirement for a type of room should have this noted on the activity template.

When should I vacate a room by?

Please ensure that you vacate a room in enough time to permit the next class to begin promptly at its scheduled start time.

Where can I find the definitions of the timetabing codes and what the grid layout is showing i.e. building codes and activity name?

The building codes, activity name and room types can be found by clicking on the following link:-

Code Definitions

Guidance to the grid/list timetable can be viewed here:-

Grid/List timetables explained

Can you provide training for new members of staff?
If you have a new member of staff starting within your department, please email Training requirements will be ascertained and Timetable Services personnel will arrange a meeting to talk through the policies, procedures and processes.
How are decisions about available teaching space made?

Each semester Estates Office conducts a room audit to review space utilisation, including centrally managed timetabled teaching space, the results of which are fed back to Space Management Committee who aim to use the results to ensure University space is fully and properly utilised in a manner that supports the University’s aims and priorities.

What do I do if I want to cancel a teaching session? 

Please email with the relevant module code, day, time and room and Timetable Services will cancel this.

It is imperative that cancellations of sessions are submitted as far in advance as possible to enable us to allocate the room elsewhere.

An audit is taken place during the Autumn and Spring Semester to determine which rooms are being used and are not. This information is reported to the Space Management Committee with departments who have either not cancelled or have not used the rooms.

How do I get between campuses?

Hopper buses are available from designated bus stops. For further information and current timetables of Jubilee, Sutton Bonington, Kings Meadow and Royal Derby Hospital Centre Hoppers please click the below link:

In creating the timetable do you allow for travel time between different areas?
Travel time is taken into consideration during the construction of the teaching timetable, both within University Park (Humanities Area > Science Area and vice-versa) and for all travel between all other campuses such as Jubilee, Derby and Sutton Bonnington.
What do I do if the room layout is not as I require?

Each centrally managed teaching room has a plan of the agreed layout affixed to the wall. If you need the room layout to be different, please contact the Estates’ Office helpdesk on ext. 16666 in advance of your session, as they can arrange to provide Porters to alter the room layout accordingly.

Staff are reminded to ensure the layout conforms to the planner on the wall when vacating a room.




Student Services

Portland Building, University of Nottingham
University Park
Nottingham, NG7 2RD

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