Timetabling and Room Booking Home Page for Staff

Current Timetable

Access via the Hub/Timetabling short cut button or Click Here

Timetabling Section

Staff Timetabling Guide – Explains how the timetable is produced and what is required from staff members during the process
Induction Guide for New Staff (PDF 57KB) – Overview of the Timetabling process also useful as a refresher for existing staff.
Timetabling Policy – The University’s formal Timetabling Policy

N.B. Please do not use a room if you have not officially booked it. If you have booked a room and you no longer require it, please inform your timetabling.
For further information on timetabling please see the Frequently Asked Questions below.

Frequently Asked Questions

How do I view my personal staff timetable?
What dates do the week numbers correspond to?
When does teaching take place?
How student group timetables are designed to be used.
When is the next teaching timetable available?
What do the room numbers mean?
Accessibility of rooms and any other requirements due to a disability
Do all rooms have PowerPoint Facilities?
Will there be Internet/Phone Facilities in the room?
What Software is available in the computer labs?
What are the building opening times?
Are the rooms available on weekends?
Room Problems
What should I do if someone is in my room?
Term Dates
Contact Us

How do I view my personal staff timetable?

To view your personal timetable the Staff ID will be your username. If any details are incorrect please inform your timetabling officer of the correct details Timetabling
For visiting lecturers who may not have a university username the first initial and surname have been used as the staff ID.

In the first instance it is recommended you select Monday-Sunday and under start/end time select all day to ensure that you are viewing your entire timetable. There are two views to choose from, the list view is very helpful for checking, the grid view is more visual.

What dates do the week numbers correspond to?

Click here for 2017/2018 (PDF 474KB)

Click here for term dates

When does teaching take place?

Teaching generally takes place 0900-2100 Monday to Friday, however, full-time undergraduate teaching should not take place on Wednesday afternoon 1300-2100 without prior agreement from the Timetabling team, who will inform the relevant Student Union Vice President. If you need to teach to undergraduate students on a Wednesday after 1pm please send an e-mail explaining why the teaching cannot be taught at another day/time in the week to Melanie Powney (Timetabling Principal Officer) who will then liaise with the relevant Executive member.
Weekend courses usually run 0900-1700.
As described in point A4 of the timetabling policy 'All teaching activities should start at five minutes past the hour and end at five minutes to the hour to facilitate a smooth change over between activities.’
Please see further information in the Timetabling Policy

How student group timetables are designed to be used

A Full Programme Timetable is equivalent to a Course Instance on Q+, it should have all the Core and Optional modules attached and all teaching associated with each module.

Course Timetable (Student Group)originate from the Full Programme Timetable and contains all Core and selected Optional modules. A student group timetable is used for a group of students attending the same Lectures and Tutorials. (In other words students who have exactly the same timetable).

Why are Student Group Timetables used?

Groups allow us to timetable selected modules without clashes. For example a course has 6 core modules, all 6 modules will then belong to one group. The course size and smallest tutorial size determines how many groups we need for each course. So in this example if there are 100 students and one of the rooms they need to use is a lab which can only hold 20, we create 5 student groups, i.e. 5 groups of size 20 and 5 instances of the practical in that lab.

How are students allocated?

Timetabling allocate the student groups to a particular practical/tutorial etc. (Making sure the class sizes are as equal as possible). We do not allocate individual students to a group. This is up to the faculty academics. Ideally this could be done at enrolment and the student should be informed which group they have been allocated. A note should be made of which group a student has been allocated to (e.g. group 1of 5), this could be used as a class list.

If the student groups are accurate, ie contains the core modules plus specified optional modules, students will be expected to attend all lectures and tutorials on the group timetable they have been allocated to. This should save staff from having to work out who needs to be allocated to each practical for every module. It could also identify earlier whether the room booked is big enough. If the student groups contain more optional modules than the student is required to study the student’s will need to be informed that this is the case. It is likely that more modules than required will create a more dispersed timetable for students.

Why do I need to let you know if I move things around?

There will always be a small amount of migration between the practical/tutorials, however, if you decide to move an unpopular slot Timetabling needs to be officially informed (via e-mail to Timetabling), this is to ensure that the student’s timetable is as accurate as possible. If Activity A has been moved to Monday at 9am unofficially we may then move Activity B to Monday 9am officially, which will then cause a clash of which we will have no knowledge until students/staff start complaining. However, if the change to Activity A is reflected on the timetabling system we can then advise you which slots are available for Activity B to move to without causing a clash.

Accurate timetables will also provide an accurate reflection of room usage; data is used by Space Management to determine if more or less teaching rooms are required.

How accurate do student group timetables need to be?

Ideally 100% accurate, but this is usually only achievable when there are few module options. For example students have to pick 1 optional module from 2. We would create 2 student groups. Each group would have all the core modules plus 1 of the optional modules each. The number of groups created is determined by the estimated number of students who choose each optional module.

For courses with a large number of module options we ask faculties to group the modules into groups on the basis of most popular combinations. However, the accuracy of the groups will be diminished if they exceed 160 credits.

Now the student group timetables are on the web, this allows students who have been allocated to a group to easily identify their timetables. A realistic student group timetable takes us one step closer to an individual timetable.

When is the next teaching timetable available?

Please note the timetable database runs from mid July to mid July. Scheduling (allocating rooms) is carried out for this entire period, information for any teaching taking place during this time will need to be included before the scheduling begins.

Click Here for the Schedule deadline information.

Faculties are to ensure that all relevant timetabling information has been provided by the specified deadlines. If no response has been received by the deadline the teaching will not be included in the scheduling process. If the information is submitted after the deadline has passed it will be held until the next Data Gathering period and scheduled around existing teaching. NB. Even if no changes are required please respond to confirm that the teaching information has been checked.

To enable staff to check the accuracy of the timetables they will be able to view the draft timetables before the students from 23rd June.

Please note only scheduled activities will be visible. The schedule of the timetable is ongoing and changes will occur frequently, in particular the rooms allocated. It is expected the timetable will be released to students 1st August. All changes requested after this date will be recorded and reported to faculty management and executive.

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What do the room numbers means?

The Find A Room service also provides a useful guide
All rooms are prefixed with the campus code, followed by the building prefix then the room number. For the Newport City and Caerleon campus the floors in each building are pre-fixed with a letter.

CA Cardiff Atrium Campus
CA A Cardiff Atrium A Block
CA B Cardiff Atrium B Block
CA AH Cardiff Atrium Atlantic House
GT Glyntaff Campus
GT AB Glyntaff Campus Aneurin Bevan
GT AW Glyntaff Campus Alfred Russel Wallace
GT BK Glyntaff Campus Bernard Knight
GT EM Glyntaff Campus Elaine Morgan
GT GK Glyntaff Campus George Knox
GT TS Glyntaff Campus Tramsheds
NC Newport City Campus
SP Sports Park
TR Treforest Campus
TR B Treforest Campus Brecon
TR D Treforest Campus Dyffryn
TR E Treforest Campus Eynon
TR G Treforest Campus Glynneath
TR H Treforest Campus Hirwaun
TR J Treforest Campus Johnstown
TR K Treforest Campus Kidwelly
TR SP Treforest Campus Sports Centre
WP William Price Business Park
WP EH William Price Business Park Endeavour House
WP IH William Price Business Park Innovation House
WP PH William Price Business Park Prospect House
WP CC William Price Business Park Chiropractic Centre

Accessibility of rooms and any other requirements due to a disability

  • Please contact IT Support regarding all Audio Visual related queries, please note a call logging system is in place or you should contact the helpdesk on 01443 482882
  • Please contact the Disability & Dyslexia Service in Student Services on 01443 482080 for any other queries, further advice or guidance about support issues or visit the Student Services website
Please inform your timetabling officer if there are any considerations for teaching staff/students
  • Please contact the Heads of Learning and Teaching for your faculty or the faculty disability coordinator for other inclusivity related queries.

Do all rooms have PowerPoint Facilities?

All general purpose teaching rooms and general purpose computer labs have AV Facilities (PowerPoint) – This includes a networked computer with DVD, data projector and screen.
The breakout rooms at Treforest B9, B101 and B102 do not have a networked PC, however, users can plug in their own laptop to the plasma screen if they have a VGA cable. B109 and B110 do not have any facilities for a networked PC or AV. This information is listed in the description of the room in the web timetable or room booking services.

Internet/Phone Facilities

For queries about phone and Internet connections in the room booked for you, contact the IS Customer Support Service 01443 482882.

N.B. It is particularly important for you to contact IT Support if the booking is for guests (i.e. external to the University) so that they can be given a guest account for accessing the computer facilities. Please ensure you allow at least FIVE working days for the guest account creation, prior to the use of PC systems.

What Software is available in the computer labs?

Laboratory Software database – lists available software by room or by software, in Computer labs across the University.

Building Opening Times

Buildings are open 0800-2100 Monday to Friday. The City campus are only open 0800-1800 out of main term time. If you require use of the room beyond these times, this will have to be arranged with Estates. A charge may be administered.

Weekend Opening

Opening times are usually 0900-1700. If you require use of the room beyond these times, this can be arranged, subject to availability, with Estates. An administration charge may apply.

Atrium Campus – Atrium building only – Open Saturday and Sunday 0900-1630.

Glyntaff Campus – Only the Library is open, 1000-1600.

Newport City Campus – Saturday and Sunday 0900-1700 during main term time only. Saturday 0900-1700 outside of main term time.

Treforest Campus
Ty Crawshay (A Block) and Kidwelly (K Block) – By request only, please contact Chris Beazer (Estates) to arrange for the building to be opened, a charge may be administered.
Glynneath (G Block) – Open Saturday and Sunday. G410 the open access lab is open, all other labs will need to be requested to be opened via QPark or ext. 82055
Johnstown (J Block) – is not open during the weekend.

Ad hoc requests to allow staff access to their offices are not chargeable.

Room Problems

If you change the configuration of the room booked to you e.g. when you are using a teaching room for a meeting, please return the furniture to the original configuration. There are room layout plans by the doorway in most general purpose teaching rooms. For larger scale room changes please fill in the online form for Estates Helpdesk for all campus or by phone on ext. 82643 for the main campus. Kier on ext. 83091 for Glyntaff. Or for Atrium ext. 68528. For Newport City phone 01633 432085/432212

If you experience any problems with the room (i.e. heater/lighting not working, windows will not open) you should report this to Estates

For technical problems such as the AV or PC is not working please contact the IT Support on ext. 82882.

What should I do if someone else is in my room?

The Timetabling system cannot double-book rooms. Therefore, a clash is often due to a misunderstanding.

  • Remain courteous.
  • If the room has a networked computer, log onto the University Timetable and view the room. It will list who has currently booked the room.
  • The person not officially booked into the room should either view their staff timetable or 'My Bookings’ if it is a meeting. Alternatively contact the central timetabling unit who can check what is on the system and locate an alternative venue if necessary.
  • When contacting central timetabling, please ensure you know your module code or the name of the meeting organiser.

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Term Dates

Term Dates

Contact Us

All of the information you need on this service can be found via the links above. If you have any further questions please contact Timetabling via e-mail Timetabling or phone ext. 82923.

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